If you have ever worked in an office setting, then you are already familiar with the struggles of effectively boosting productivity. Luckily, there are a number of hacks that can help you increase team productivity. Improved productivity is just a few small tweaks away, so read on to learn more!
1. Clearly Delineate Roles
Depending on the size of your team, you may have a certain amount of difficulty when it comes to planning an event from start to finish. Teams are often too small to effectively cover all of the necessary ground. This causes a number of problems during the event planning process, whether it's emails that go unanswered or team members who struggle to understand their role. By clearly defining everyone's role and making sure that there is a role for every team member, productivity increases dramatically.
The key to finding a role for each team member is empowering them to to take “ownership” of a specific part of the event planning process. For example, you could have one person in charge of event logistics - catering, selecting a venue, choosing an AV company, while another is in charge of event marketing, selling ticketing, and generating social media buzz. Make sure to include a project lead who would typically be in charge of the overall event management process.
By creating “owners” you’re empowering your team to take charge.
2. Issue Regular Reports
Reports on the progress of projects or recent tasks should be issued on a consistent basis, so that team members have a clear idea of what needs to be accomplished and the steps they will need to take to get there.
In order to increase productivity, employees should be well-versed in the tasks at hand. As a bonus, it becomes much easier for a business owner or team leader to re-adjust a team's priorities when everyone is fully aware of what needs to be done and how things are progressing.
Asking for regular status reports can also help to avoid unnecessary team meetings.The event planning lead should always have all of the necessary information to make decisions.
To make it easier for managers to monitor what employees are working on, consider using a project management tool like Trello or Asana.
3. Keep Lines of Communication Open
One of the most common reasons why leaders fail to increase productivity is due to a lack of communication.
While meeting unnecessarily should be avoided, you still want your team to be comfortable communicating amongst one another at any time. To keep conversations in one place, consider implementing an instant messaging service such as Slack. Using Slack, event planners can easily communicate with their team in real-time, and, as an added benefit, organizers will see a decreased amount of emails in their inbox.
Since communication can happen over Slack, there’s less reason for your team to send you emails.
4. Develop Core Principles
Lack of team productivity does not always occur because of laziness on the employee's' behalf, it can happen because of a lack of clearly defined goals and principles.
Every workplace should have their standard operating procedures well established, so that there is no confusion going forward. Development of core principles plays a pivotal role in the increase of overall productivity levels.
Principles like teamwork, high standards of professionalism, and group mentorship can all help to build event planning teams that are productive as a result of positive company culture.
5. Outsourcing Work When Possible
There are so many tasks both big and small involved in event planning that the job can quickly become overwhelming. To prevent wasting time and energy working on less important and tedious tasks, you should outsource them. There are a number of freelancing websites, such as Upwork and Guru, that make it simple to work virtually with marketers, web developers, and virtual assistant specialists. These freelancers can take care of smaller tasks and make it easier for you and your event planning team to focus on critical deliverables that cannot be outsourced. For a comprehensive guide to using freelancing services for event organizers, read “How Event Organizers Can Use Freelancers To Boost Productivity.”
Time is everything when planning an event, which means that increasing team productivity is key to creating better, more profitable events. To do that, be sure to clearly outline team roles and ask for regular reports from team members. Keep lines of communication open, and develop clear workplace principles that can motivate your team to achieve more. Finally, don’t be afraid to outsource tedious tasks when possible.
By eliminating unnecessary meetings, inbox clutter and disorganization, event planners will be able to build more productive companies that achieve more in less time.
David Epstein is a Marketer for Bizzabo. Bizzabo helps organizers create successful events by empowering them to build amazing websites, sell tickets, grow communities, go mobile and maximize event experiences - using a beautiful, user-friendly platform. Bizzabo is used by thousands of conference organizers from around the globe and is often named as one of the most promising of Israel's startups.